[{TableOfContents }] !!!Maine Annual and Quarterly Reporting !!Set Up This document contains abbreviated set up requirements for the State of Maine only. Please refer to the general document ([Tax Reporting - US General]) for other setup procedures that may also be required. !IDGV - State Registration *The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for ‘State Registration’ for State/Province: Maine. *The [IDGV Variables|IDGV#VariablesTab] tab must be set up for ‘State Registration’ for State/Province: Maine. *‘W2 STATE MEDIA FILING’- ME state accepts W2 wage report with federal and other state information, therefore, the Media Filing variable can be set to ‘01’, which will include state information in the Federal File. (However it must be set to ‘02’ if a W2 magnetic media file is required for the state of ME only.) !IDGV - State SUI Registration *The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with ‘State SUI Registration’ for State/Province: Maine *The [IDGV Variables|IDGV#VariablesTab] tab must be set up with ‘State SUI Registration’ for State/Province: Maine **‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for state of Maine. !!State File Procedures *The State of Maine Department of Revenue accepts filing of Quarterly UI wages via magnetic media using the [ICESA] format. *Records required for the UI wage reporting: Code A, B, E, S, T and F. *When using the EFW2 format to file for the state of Maine, [IDGV] must set up as follows: **for State Registration of Maine, the IDGV Variable: ***‘W2 STATE MEDIA FILING’ 02 – State requires its own file, do not include other state information in the state file. !Annual W2 Wage Reporting – EFW2 File Format [RPYEU] must be run with the following report parameters and filters defined to generate the Maine State file information:\\ \\ __RPYEU Report Parameters__ |Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY' |Period Type|Mandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting. |Period End Date|Mandatory. Defines the end date of the reporting period. |Media Format|Mandatory. Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records). |Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced |Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced __RPYEU Report Filters__ |Select State: Maine, USA !!State Media Magnetic Media Reporting – EFW2 File Format !Record Name: Code RA - Transmitter Record (Same as the Federal Code RA) [{InsertPage page='W2_EFW2_RECORD_RA'}] \\ !Record Name: Code RE - Employer Record (Same as the Federal Code RE) [{InsertPage page='W2_EFW2_RECORD_RE'}] \\ !Record Name: Code RW - Employee Wage Record (Same as the Federal Code RW) [{InsertPage page='W2_EFW2_RECORD_RW'}] \\ !Record Name: Code RS - State Wage Record __Specific for the State of Maine__ ||Column||Description||Source |1-2|Record Identifier|Constant "RS" |3-4|State code|Enter the appropriate FIPS postal numeric code. Numeric Code for Maine is "23" \\System Derived from the State being reported, from [IDFDV] sequence 7000 |5-9 ME|Blank|Fill with blanks |10-18|Social Security Number|Enter the employee's SSN\\If an invalid SSN is encountered, this field is entered with zeroes. \\Derived from [IDFDV] W2-EE-SSN Field Identifier (seq 2500) |19-33|Employee First Name|Enter the employee’s first name \\Left justify and fill with blanks. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510) |34-48|Employee Middle Name or Initial|If applicable, enter the employee’s middle name or initial \\Left justify and fill with blanks. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520) |49-68|Employee Last Name|Enter the employee’s last name \\Left justify and fill with blanks. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530) |69-72|Employee Suffix|If applicable, enter the employee’s alphabetic suffix \\Left justify and fill with blanks. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540) |73-94|Employee Location Address|Enter the employee’s location address (Attention, Suite, Room Number, etc.).\\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600) |95-116|Employee Delivery Address|Enter the employee’s delivery address\\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610) |117-138|Employee City|Enter the employee’s city \\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’ (seq 2620) |139-140|Employee State Abbreviation|Enter the employee’s State \\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’ (seq 2630) |141-145|Employee ZIP Code|Enter the employee’s zip code\\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’ (seq 2640) |146-192 ME|Blank|Fill with blanks |193-194|Employee Country Code|If one of the following applies, fill with blanks: \\ \\* One of the 50 States of the U.S.A. \\* District of Columbia \\* Military Post Office (MPO) \\* American Samoa \\* Guam \\* Northern Mariana Islands \\* Puerto Rico \\* Virgin Islands \\ Otherwise, enter the applicable Country Code. \\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-EE-COUNTRY’ |195-247 ME|Blank|Fill with blanks |248-258|Maine Withholding Account Number|If Maine withholding reported in position 287-297 is greater than zero, enter the employer’s 11 digit Maine State Withholding Account Number. \\No hyphen. Left justify and fill with blanks. |259-273 ME|Blank|Fill with blanks |274-275|State code|Enter the appropriate FIPS postal numeric code. Maine is “23” \\Left justify and fill with blanks \\System Derived from the State being reported |276-286|State Taxable Wages|Enter the compensation paid to the employee for services performed in Maine\\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030) |287-297|State Income Tax Withheld|Enter the total of the employee's Maine Income Tax Withheld\\Left justify and fill with blanks \\Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050) |298-307||MEPERS Contribution|For public employers who participate in the MEPERS, enter the amount of pick-up contributions deducted from the employee’s salary and contributed to MEPERS on behalf of the employee. |308-512 ME|Blank|Fill with blanks ;Multiple Code RS records:Multiple code RS records are generated for an employee if there is applicable county, city or school district tax information to be reported for a state. In this case, the state wages and tax will be zero for the subsequent code RS records. !Record Name: Code RT - Total Record (Same as the Federal Code RT) [{InsertPage page='W2_EFW2_RECORD_RT'}] \\ !Record Name: Code RF - Final Record (Same as the Federal Code RF) [{InsertPage page='W2_EFW2_RECORD_RF'}] !!Quarterly UI Wage Reporting – ICESA Format [RPYEU] must be run with the following report parameters and filters defined to generate the Maine State file information:\\ \\ __RPYEU Report Parameters__ |Annual Form Code|Use standard form code, such as 'HL$US-W2-20YY'. The Variables need to be entered in this form code for specific use in the installation. |Quarterly Form Code|Mandatory. Use standard form code, such as 'HL$US-QTR-20YY'. Required to produce the UI wage file in the [ICESA] format. |Period Type|Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting. |Period End Date|Mandatory. Defines the end date of the reporting period. |Media Format|Mandatory. State SUI File Format |Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced |Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced __RPYEU Report Filters__ |Select State: Maine, USA !!Quarterly UI Wage Magnetic Media Reporting - ICESA Format %%information NOTE: The following ‘Not Required’ fields may or may not always contain blanks.%%\\ %%information NOTE: Columns marked with 'ME' indicate it is a Maine specific requirement which is not the standard record format%% !Record Name: Code A - Transmitter Record ||Column||Description||Source |1-1|Record Identifier|Constant ‘A’ |2-5|Payment Year|Enter the year this report is being prepared for \\Derived user specified FROM-TO period converted to YYYY |6-14|Transmitter’s Federal EIN|Enter the transmitter's EIN \\Enter numeric characters only. Omit hyphens, prefixes and suffixes \\Derived from [IDFDV] Field Identifier: ‘TRAN EIN’ |15-1|Taxing Entity Code|Constant ‘UTAX’ |19-23|Not Required|Any information entered in these positions will be ignored |24-73|Transmitter Name|Enter the transmitter's name of the organization submitting the file \\Derived from [IDFDV] Field Identifier: ‘TRAN NAME’ |74-113|Transmitter Street Address|Enter the street address of the organization submitting the file \\Derived from [IDFDV] Field Identifier: ‘TRAN ADDRESS’ |114-138|Transmitter City|Enter the city of the organization submitting the file \\Derived from [IDFDV] Field Identifier: ‘TRAN CITY’ |139-140|Transmitter State|Enter the standard two character FIPS postal abbreviation \\Derived from [IDFDV] Field Identifier: ‘TRAN STATE’ |141-153|Not Required|Any information entered in these positions will be ignored |154-158|Transmitter ZIP Code|Enter a valid ZIP code \\Derived from [IDFDV] Field Identifier: ‘TRAN ZIP CODE’ |159-163|Transmitter ZIP Code extension|If applicable, enter the four digit extension of ZIP code. Include hyphen in position 159 \\Derived from [IDFDV] Field Identifier: ‘TRAN ZIP EXTN’ (include ‘-‘ in position 159) |164-193|Transmitter Contact|Enter the title of the individual from transmitter's organization responsible for the accuracy of the wage report \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT’ |194-203|Transmitter Contact Telephone Number|Enter the telephone number the transmitter's contact can be reached at \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT PHONE’ |204-207|Telephone Extension|Enter the transmitter's contact telephone extension \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT EXTN’ |208-275 ME|Not Required|Any information entered in these positions will be ignored !Record Name: Code B - Authorization Record (optional) ||Column||Description||Source |1-1|Record Identifier|Constant ‘B’ |2-5|Payment Year|Enter the year this report is being prepared for |6-14|Transmitter’s Federal EIN|Enter the transmitter's EIN \\Enter numeric characters only. Omit hyphens, prefixes and suffixes |15-22|Computer|Enter the manufacturer’s name \\Derived from [IDFDV] Field Identifier: ‘BASIC COMPUTER’ |23-24|Internal Label|Enter SL, NS, NL, AL or blank for diskette \\Derived from [IDFDV] Field Identifier: BASIC INTERNAL LABEL’ (seq 2100, first 2 characters) |25-25|Not Required|Any information entered in these positions will be ignored |26-27|Density|Enter 16, 62, 38 or blank for diskette |28-30|Recording Code (Character Set)|Enter EBC or ASC \\Always ‘ASC’ for diskette |31-32|Number of Tracks|Enter 09, 18 or blanks for diskette |33-34|Blocking Factor|Enter the blocking factor of the file. \\Not to exceed 85\\Enter blanks for diskette |35-38|Taxing Entity Code|Constant ‘UTAX’ |39-146 ME|Not Required|Any information entered in these positions will be ignored |147-190|Organization Name|Enter the name of the organization the media should be returned to \\Derived from [IDFDV] Field Identifier: ‘BASIC NAME’ |191-225|Street Address|Enter the street address of the organization the media should be returned to \\Derived from [IDFDV] Field Identifier: ‘BASIC ADDRESS’ |226-245|City|Enter the city of the organization the media should be returned to \\Derived from [IDFDV] Field Identifier: ‘BASIC CITY’ |246-247|State|Enter the standard two character FIPS postal abbreviation \\Derived from [IDFDV] Field Identifier: ‘BASIC STATE’ |248-252 ME|Not Required|Any information entered in these positions will be ignored |253-257|ZIP Code|Enter a valid ZIP code \\Derived from [IDFDV] Field Identifier: ‘BASIC ZIP CODE’ |258-262|ZIP Code extension|If applicable, enter the four digit extension of ZIP code. Include the hyphen in position 258 \\Derived from [IDFDV] Field Identifier: ‘BASIC ZIP EXTN’ |263-275|Not Required|Any information entered in these positions will be ignored !Record Name:Code E - Employer Record ||Column||Description||Source |1-1|Record Identifier|Constant ‘E’ |2-5|Payment Year|Enter the year this report is being prepared for |6-14|Federal EIN|Enter the Federal EIN \\Numeric characters only. \\Derived from the [IDGV] State SUI Registration |15-23 ME|Not Required|Any information entered in these positions will be ignored |24-73|Employer Name|Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency \\Derived from the Entity |74-113|Employer Street Address|Enter the employer's street address \\Derived from the Entity Location |114-138|Employer City|Enter the employer’s City \\Derived from the Entity Location |139-140|Employer State|Enter the standard two character FIPS postal abbreviation of the employer’s address \\Derived from the Entity Location |141-148 ME|Not Required|Any information entered in these positions will be ignored |149-153|ZIP code extension|If applicable, enter four digit extension of ZIP code. Include the hyphen in position 149 \\Derived from the Entity Location |154-158|ZIP code|Enter a valid ZIP code \\Derived from the Entity Location. |159-166 ME|Not Required|Any information entered in these positions will be ignored |167-170|Taxing Entity Code|Constant ‘UTAX’ |171-172|State Identifier Code|Enter the state FIPS postal numeric code for the state the wages are being reported for\\The Code for Maine is ‘23’ |173-187|UC Employer Account Number|Enter the UC Employer account number \\Derived from the [IDGV] State SUI Registration |188-189|Reporting Period|Enter 03, 06, 09 or 12 |190-190|No Workers/No Wages|Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record\\Enter ‘1’ to indicate otherwise |191-208 ME|Not Required|Any information entered in these positions will be ignored |209-217 ME|Preparer EIN| |218-224 ME|Processor License Code| |225-228 ME|Total Number of Employees subject to Maine withholding|Enter the total of all employees in the ‘S’ record who are subject to Maine withholding tax |229-257 ME|Not Required|Any information entered in these positions will be ignored |258-268 ME|Withholding Account ID Number|Enter the Maine Withholding Account ID Number \\Derived from [IDFDV] Field Identifier: ‘OTHER EIN’ |269-275 ME|Not Required|Any information entered in these positions will be ignored !Record Name: Code S – Employee Wage Record ||Column||Description||Source |1-1|Record Identifier|Constant ‘S’ |2-10|Social Security Number|Enter the employee's SSN. If not known, enter ‘I’ and fill with blanks \\If an invalid SSN is encountered, this field is entered with zeroes. |11-30|Employee Last Name|Enter the employee’s last name \\Left justify and fill with blanks. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530) |31-42|Employee First Name|Enter the employee’s first name \\Left justify and fill with blanks. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510) |43-43|Employee Middle Initial|If applicable, enter employee's middle initial\\Leave blank if no middle initial |44-45|State Code|Enter the state FIPS postal numeric code for the state wages are being reported for. Maine is code ‘23’ |46-51 ME|Reporting Quarter and Year|Enter the last month of the quarter this report applies to. \\Example: 0620YY for 2nd quarter of 20YY |52-63 ME|Not Required|Any information entered in these positions will be ignored |64-77|State QTR Unemployment Insurance Total Wages|Enter the total Quarterly wages subject to unemployment taxes |78-91|State QTR Unemployment Insurance Excess Wages|Enter the total Quarterly wages in excess of the state UI taxable wage base \\This field is not mandatory |92-105|State QTR Unemployment Insurance Taxable Wages|Enter the total State QTR UI total wages less state QTR UI excess wages \\This field is not mandatory| |106-142 ME|Not Required|Any information entered in these positions will be ignored |143-146|Taxing Entity Code|Constant ‘UTAX’ |147-156 ME|State Unemployment Insurance Account Number|Enter the State Unemployment Insurance Account Number \\Derived from the SUI Registration Number from [IDGV] |157-176 ME|Not Required| |177-190 ME|Quarterly Wage subject to Maine state income tax|Not required |191-204 ME|Quarterly Maine income tax withheld|Enter the total Quarterly income tax withheld |205-205 ME|Seasonal Indicator| |206-210 ME|Not Required|Any information entered in these positions will be ignored |211-211 ME|Wage Plan Code|Enter zeroes |212-212|Month-1 Employment|Enter ‘1’ if the employee, covered by UI, worked or receive pay for the pay period including the 12th day of the first reporting month, else enter ‘0’ \\ Not required |213-213|Month-2 Employment|Enter ‘1’ if the employee, covered by UI, worked or receive pay for the pay period including the 12th day of the second reporting month, else enter ‘0’ \\Not Required |214-214|Month-3 Employment|Enter ‘1’ if the employee, covered by UI, worked or receive pay for the pay period including the 12th day of the third reporting month, else enter ‘0’ \\Not Required |215-225 ME|Withholding Account ID Number|Enter the Withholding Account ID Number \\Derived from [IDFDV], Field Identifier: ‘OTHER EIN’ |226-226 ME|Female Employment|Enter ‘1’ for Female, ‘0’ for Male| |227-234 ME|Seasonal Period Start|Not used. Fill with zeroes |235-242 ME|Seasonal Period End|Not used. Fill with zeroes |243-275 ME|Not Required|Any information entered in these positions will be ignored !Record Name: Code T - Total Record ||Column||Description||Source |1-1|Record Identifier|Constant ‘T’ |2-8|Total Number of Employees|Enter the total number of ‘S’ records since the last ‘E’ record |9-12|Taxing Entity Code|Constant ‘UTAX’ |13-22 ME|UC Employer Account Number|Enter the UC Employer account number \\Derived from the SUI Registration Number from [IDGV] |23-26 ME|Not Required|Any information entered in these positions will be ignored |27-40|State QTR Unemployment Insurance Total Wages for employer|Enter the QTR wages subject to state unemployment taxes \\Total of this field on all ‘S’ records since the last ‘E’ record |41-54|State QTR Unemployment Insurance Excess Wages for employer|Enter the QTR wages in excess of the State UI taxable wage base \\Total of all ‘S’ records since the last ‘E’ record |55-68|State QTR Unemployment Insurance Taxable Wages for employer|Enter the QTR UI total wages less the State QTR UI excess wages \\Total of all ‘S’ records since the last ‘E’ record |69-87 ME|Not Required|Any information entered in these positions will be ignored |88-100|UI Contributions Due|Enter the total UI taxes due \\QTR State UI taxable wages times UI tax rate |101-111 ME|Competitive Skills Scholarship Fund Assessment Due|Fill with zeroes |112-122 ME| Voucher Payments|Enter the total Income Tax Withholding Payments made |123-133 ME|Income Tax Withholding Due|Tax Withheld – (Credit + Voucher Payment) |134-144 ME|Blanks|Fill ith blanks |145-148 ME|Adjusted UC Contribution Rate|Required. Enter the Adjusted UC Contribution Rate |149-152 ME|Competitive Skills Scholarship Fund assessment rate|Fill with zeroes |153-173 ME| Not Required|Any information entered in these positions will be ignored |174-174 ME|ACH Debit Election|Fill with blanks |175-185|Total Payment Due|Enter the total Amount Due with this Return \\(Total Income Tax Withholding + UC Contributions) |186-186 ME|ACH Account Type|Fill with blanks |187-195 ME|ACH Bank Routing Number|Fill with blanks |196-212 ME|ACH Bank Account Number|Fill with blanks |213-226|State Income Tax withheld|Enter the Maine Income Tax Withheld this quarter |227-233|Month-1 Employment for Employer|Enter the total number of employees, covered by UI, who worked or receive pay for the pay period including the 12th day of the first reporting month \\Total of all ‘S’ records after the last ‘E’ record \\Right justify and fill with zeroes |234-240|Month-2 Employment|Enter the total number of employees, covered by UI, who worked or receive pay for the pay period including the 12th day of the second reporting month. Total of all ‘S’ records after the last ‘E’ record \\ Right justify and fill with zeroes |241-247|Month-3 Employment|Enter the total number of employees, covered by UI, who worked or receive pay for the pay period including the 12th day of the third reporting month. Total for all ‘S’ records after the last ‘E’ record \\ Right justify and fill with zeroes |248-254 ME|Female Employment Month-1|Right justify and fill with zeroes |255-261 ME|Female Employment Month-2|Right justify and fill with zeroes |262-268 ME|Female Employment Month-3|Right justify and fill with zeroes |269-275 ME|Blanks|Any information entered in these positions will be ignored !Record Name: Code F - Final Record ||Column||Description||Source |1-1|Record Identifier|Constant ‘F’ |2-11|Total Number of Employees in File|Enter the total number of ‘S’ records in the entire file |12-21|Total Number of Employers in File|Enter the total number of ‘E’ records in the entire file |22-25|Taxing Entity Code|Constant ‘UTAX’ |26-40 ME|Not Required|Any information entered in these positions will be ignored |41-55|Quarterly State Unemployment Insurance Total Wages in File|Enter the total QTR wages subject to State UI tax \\Total of this field for all ‘S’ records in the file |56-275 ME|Not Required|Any information entered in these positions will be ignored ---- ![Notes|Edit:Internal.Tax Reporting - ME] [{InsertPage page='Internal.Tax Reporting - ME' default='Click to create a new notes page'}]